Manager, Administration

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Open Date 06/18/2024 Requisition Number PRN38900B Job Title Manager, Administration Working Title Managed Print Services Manager Job Grade F FLSA Code Administrative Patient Sensitive Job Code? No Standard Hours per Week 40 Full Time or Part Time? Full Time Shift Day Work Schedule Summary

M-F 8a-5p

VP Area President Department 00429 - University Print & Mail Srvs. Location Campus City Salt Lake City, UT Type of Recruitment External Posting Pay Rate Range $69,000 Close Date 09/18/2024 Open Until Filled No Job Summary

University of Utah Print and Mail Services is seeking a Managed Print Program Coordinator to oversee the transition, deployment, and then the ongoing operations of the University's centralized print and copy program with maintenance provided by the University's preferred copier and printer service provider. Utah Auxiliary Services has been working over the past year to revamp and reinvent the experience of printing and copying on campus and as we prepare to deploy our new program, we are searching for someone who will be the primary program administrator, contract vendor relationship manager, and liaison between the vendor partner, Print and Mail leaders, and the campus customers, including staff, faculty, and students. The primary objective of this role is to ensure the successful transition and ongoing operation of the campus print and copy program to deliver a high level of customer service and satisfaction. During the initial program onboarding and vendor transition period, copy and print program-related activities are anticipated to take up majority of this position's time, but as the program matures, the expectation is that this position will have more time available to support relevant general Print and Mail tasks.

Responsibilities

• Administer the vendor contract and overall program to ensure vendor partner SLAs are met and the new campus wide copy and print program runs effectively and efficiently to deliver the in-scope services to campus end users.

• Hold periodic vendor business review meetings to evaluate vendor service levels, review general program performance, discuss any recurring issues that need resolution, explore opportunities for continued program improvement, service enhancement, and expansion.

• Coordinate communications between all relevant key stakeholder groups to support equipment selection and right sizing conversations, set up new participants to the program, provide relevant updates, assist with necessary issue resolutions, market and promote the program, etc. Key stakeholder groups include, but are not limited to: vendor partner, Print and Mail leadership team, departmental staff, faculty, students, UCard, UIT, etc.

• Liaise and facilitate onboarding/equipment selection conversations between vendor partner and Utah departments when a new or replacement equipment is needed to ensure an understanding of the department's printing and copying needs and the appropriate contract standard device model is selected.

• Develop strong working relationships with the campus customers and University community by responding to questions and requests in a professional and timely fashion, proactively soliciting feedback on program performance, actively supporting relevant issue resolution, etc.

• Collaborate with vendor partner to champion and promote the new campus print and copy program and the associated value and benefits to the University community to increase awareness and program participation.

• Request, monitor, change, and close the annual purchase order as applicable for the program vendor partner each fiscal year to ensure sufficient funds are available for vendor payments.

• Perform the monthly billing and departmental charge back process which include reviewing and submitting monthly vendor invoice for the program (maintenance costs and any equipment lease payments) to AP for payment, reviewing and verifying the line-item Excel billing support document, applying the appropriate Print and Mail markups, and performing the departmental charge back allocation accounting uploads in Utah's finance system.

• Manage existing program users and add new users to the directory system to ensure users' ability to print and copy on campus.

• Have competency in the University's new print management solution (PaperCut) with the ability to navigate and perform basic functions in the software for tasks outside the realm of system administration and configuration. Additionally, support the vendor in solution configuration and administration, help support the University's preferred copier and print service provider, search for devices in the system, check device settings, run standard or customized reports.

• Perform other tasks as assigned by Print and Mail leadership / supervisor.

Minimum Qualifications

Bachelor's degree in a related area or equivalency (one year of education can be substituted for two years of related work experience). Four to six years of progressively more responsible management experience. Background knowledge of hiring department's area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department.

Completion of provided supervisory training within one year of employment may be required.

Master's degree in a related area may be preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

• Experience (2-5 years) in managing institutional printing and copying programs or similar services.

• Experience in project management and vendor relationship management.

• Experience in customer service, including proactive engagement, issue resolution, relationship development and management, etc.

• Strong interpersonal and written and verbal communication skills.

• Developed collaboration skills with experience working with cross-functional teams.

• Proficient with Excel and general data analysis to support billing and cost allocation needs.

• Comfortable and competent in learning and using new software solutions

• Experience working in a higher education institution

• Experience with PaperCut or other print management solutions like Uniflow, PrinterLogic, MyQ, etc.

• Experience in developing training programs or documents

• Knowledge about Canon and HP imaging equipment

• Familiarity with relevant technical topics like network infrastructure and configuration, data security, database management, cloud services, software integration, etc.

• Experience and knowledge in sustainability practices and initiatives

Type Benefited Staff Special Instructions Summary Additional Information

The University is a participating employer with Utah Retirement Systems ("URS"). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS' post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.

All qualified individuals are strongly encouraged to apply. Veterans' preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran's status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action (OEO/AA). More information, including the Director/Title IX Coordinator's office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/

Online reports may be submitted at oeo.utah.edu

https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• Do you have a related Bachelor's degree or equivalency? (2 years related work experience may be substituted for 1 year of education)

• Yes

• No

• Do you have four or more years of progressively more responsible management experience?

• Yes

• No

Applicant Documents

Required Documents

• Resume

Optional Documents

• Cover Letter

• Appropriate discharge document (such as a DD-214 - Member Copy 4)

• Veteran Only

• Call 801.581.2169

• Addendum to the University of Utah

• Veteran Only

• Call 801.581.2169 after submission